Job responsibilities
JOB TITLE: Correspondence Management (CorMa) administrator
REPORTS TO: Patient Services Manager (Facilities and Estates)
Job Summary:
The purpose of the role is to:
Record incoming clinical correspondence in line with guidelines to ensure all patient medical information is updated accurately and within an appropriate time frame. Within these actions the administrator will forward items of correspondence to clinical team members for assessment and further management of patients. Although the CorMa team are located at our Withernsea premises the post holder should be aware that on occasion they may be asked to travel to any of the 7 Holderness Health Sites to complete their work, train or attend meetings.
The post holder will
Maintain a professional, positive and friendly image to patients and other visitors, either in person or via the telephone.
Undertake various activities within the CorMa team managing mainly electronic and some paper documents in order to bring patient records up to date.
Occasionally liaise with other healthcare organisations
Maintain confidentiality at all times.
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the CorMa team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Management Team. All duties are to be carried out professionally.
Receive and open hard copy post
Scan and merge documents
Process all correspondence in accordance with guidelines.
Tidying the problem page.
Accurately attach electronic documents to patient records.
Identify new significant diagnoses from documentation and add codes to the patient record to reflect this.
Identify other significant information within correspondence that requires coding.
Appropriately respond to information received that requires urgent attention.
Determine when correspondence requires forwarding to the clinical team for further actions and management.
Identify duplicated documents.
Identify and code new medical conditions.
Liaise with medical professionals.
Other general administrative duties.
Incoming electronic documents accessed through workflow and actioned.
Ensure tasks in EMIS are managed and actioned daily.
Provide cover within the team when required.
Occasional reporting and monitoring of own and team work as well as for the wider organisation.
Ensure that training is completed.
Attendance at courses and meetings when required.
Scanning and emailing of information using encryption.
Take part in significant event reporting and reviews.
Quarterly retinopathy returns.
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
Using personal security systems within the workplace according to practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective use of training to update knowledge and skills.
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
Actively reporting of health and safety and infection immediately when recognised.
Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role.
Undertaking periodic infection control training (minimum annually).
Reporting potential risks identified.
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality, diversity and inclusion:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Responsible for undertaking own mandatory training as per practice policy.
Quality:
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to meet patients needs.
Effectively manage own time, workload and resources.
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the implementation of services:
The post-holder will:
Apply practice policies, standards and guidance.
Discuss with colleagues how the policies, standards and guidelines will affect own work.
Participate in audit where appropriate.
